Work plan guidelines for the academic year 2016-2017 General principles According to the University of Jyväskylä regulations, the Dean makes decisions on faculty work plans. The dean has delegated his powers with regard to work plans to the directors of the departments. The department directors will approve work plans by 15.8.2016. In preparing the work plan guidelines, the principles jointly agreed upon in the faculty are taken into account. The guidelines are discussed by the faculty steering committee. Departments can complement the faculty guidelines with their own defined guidelines (i.e. contact hour guidelines). Teaching and research staff functions can be teaching- or research-intensive, but the intent is that each teaching and research staff member has both research and teaching functions. The aim for the unit s work plans is to coordinate them in such a way that each staff member may have a turn having a research period free from teaching and administration duties. Work plans are made simultaneously, taking into account the organization of teaching duties under the unit s responsibility in accordance with the curriculum and other matters of joint responsibility, as well as an equitable distribution of tasks. A summary of the work plans drawn up by department is brought to the steering committee and faculty council for information purposes at least once a year. Who draws up a work plan and when? The work plan is drawn up by all teaching and research staff working in the total working time system: the entire teaching and research staff (full-time and part-time) subject to the teaching and research staff evaluation system in the university salary system and Academy professors and Academy research fellows, excluding research assistants, all of whom have regular working hours. The work plans must be completed in the SoleTM system by 30 June 2016. The employee shall draw up a work plan in collaboration with his/her supervisor prior to the start of the academic year. If the employment begins during the academic year, the employee shall draw up a work plan as soon as possible and at the latest within one month from the start of employment. By the Dean s decision, a written plan is not drawn up for monthly or shorter term contracts. The work plan is drawn up for the academic year (1600 hours) or for the duration of the employment when this is shorter than an academic year. Monthly calculation of working hours: 1600 hours/12 months = 133 h / month (full-time). In part-time employment, a parttime percentage is used. The employee is responsible for his/her own working hours and their use for the tasks in the work plan.
Content of the work plans Undergraduate and postgraduate education, research/projects as well as time reserved for public services, support functions and training are entered in the work plans. The contents of the work plans should support a dialog between the employee and his/her supervisor, which aims to balance the workload between the strategic development of the department, the faculty and the University of Jyväskylä, and the career development of the employee. In this case, the orientation of the tasks will be more important than their detailed documentation (recommendation: no breakdown for tasks of less than 20 hours.) In planning tasks, the following matters should also be taken into consideration: Work for projects which involve supplementary funding should be planned such that the conditions put in place by the financiers are fulfilled (for example conditions on the division of the working hours by month or by reporting period). Attendance requirement of full-time teaching and research staff: the above-mentioned staff will be required to be present at the workplace for at least four days a week during the spring or fall semester or during the teaching period unless a work-related trip or other acceptable reason entitles the employee to be excused or the fulfillment of the work plan requires a longer absence than this (the rector s decision on the staff matters 17.12.2015). Research In the work plans, in addition to time for doing the actual research, time is reserved for publishing research results, administrative responsibilities associated with research (for example supervision of group work and reporting of projects) and seeking funding for research. In particular, professors and other senior researchers should reserve time in their work plan for seeking funding for the research group. The time in the work plan reserved for research is broken down by research project. Research done outside of the projects is listed in the section other research. Teaching Teaching tasks have a primary place in the work plan. Teaching in the faculty outside of the total working time which is to be compensated separately can be done only for justifiable reasons in exceptional cases. Teaching done for another faculty or outside the university must be agreed upon with the dean. The teaching is planned as a task within the total working time. When determining the amount of teaching, the contents of the teaching and the required preparatory work is taken into account, especially the time which is needed for preparing study modules that are to be retooled.
In teaching-oriented tasks, the maximum number of contact hours included in the work plan is 392 per academic year. Professors, however, have a maximum of 140 contact teaching hours per academic year. In those teaching positions which do not include any actual research, the maximum number of contact teaching hours is 448 per academic year. Doctoral students: It is recommended that no more than 5% of the annual working hours (80 h) be used for teaching and that teaching, as much as possible, be related to the employee s own field of research. Approximate division of working hours by item and area When making work plans, tasks which pertain to matters of common concern are to be distributed among the whole staff. The work plan s approximate breakdown by title and area is found in the table below: Title Teaching portion Research portion Public services and internal support services portion (%) 1 (%) 2 (%) 3 Doctoral student 5-10 (20) 80-90 (70) 5-10 University teacher 40-80 20-50 5-20 Postdoctoral researcher 5-35 60-90 5-10 Lecturer 30-70 15-60 5-25 Senior researcher/ 30-70 15-60 5-15 Senior lecturer Professor 25-40 30-40 25-40 Specialist researcher 20-25 50 25-30 Project researcher / Researcher 5-20 70-100 5-20 1 Undergraduate education (11), Postgraduate education (21.1, 21.2 and 21.6) 2 Own postgraduate education (21.3), Other research (22) 3 Public services (31), Support functions (41), Training (61)
Task areas of the work plan Work plans are divided into (11) undergraduate education, (21), postgraduate education and related research (own postgraduate education), (22) other research, (31) public services, (41) support functions and (51) training. 11 Undergraduate education and related research In this task area, working hours planned for undergraduate education (lectures, coursespecific guidance, planning, tutoring, thesis supervision, etc.) are entered. For group instruction (lectures, exercises, seminars), the number of contact teaching hours and other workload amounts (planned) are reported separately by course. A greater than normal workload should be justified with additional information. Other tasks related to teaching include grading essays, take-home tests and exercises or other tasks which are related to teaching. Tasks relating to student selections are entered under support functions. (41). Approximately 20h/bachelor s thesis and 20-40h/master s thesis are recorded for supervising students research. The names of the students actively being supervised and the year the supervision began is entered on the bachelor s and master s thesis supervision form in the additional information field. For now, theses to be supervised should be recorded in the employee s information in the Korppi program. 21 Postgraduate education and related research (own post-graduate education) In this task area, working hours planned for one s own postgraduate education or those optionally used for education given to postgraduate students (supervision, grading, planning) are entered. One s own postgraduate education (21.3) means postgraduate studies such as research work, which is aimed at pursuing a doctoral degree. In this section, the planned number of hours is estimated: postgraduate education occurring within a project and postgraduate education occurring through basic funding are listed separately. The publication goal is entered in the additional information broken down into journal and proceedings articles / monographs. Postgraduate study modules (21.1) refers to education provided to postgraduates. These include, among other things, lectures, postgraduate seminars and courses, supervision of theses and the planning of postgraduate education. These tasks are broken down by the number of hours.
Approximately 50h/thesis/year may be entered for supervising doctoral dissertations. The names of the students actively being supervised and the year the supervision began is entered on the doctoral dissertation supervision form in the additional information field. Furthermore, by the dean s decision, after the name, an estimated completion date and an estimate of upcoming supervision should be provided. Dissertations to be supervised should be entered in the employee s information in the Korppi program. 22 Other research In this task area, those working hours planned for research which is not related to one s own or others postgraduate education are entered. Research work is divided into research to be carried out in projects and other research work. The publications goal is entered in the additional information field broken down into journal and proceedings articles / monographs. Note. as a rule, doctoral students enter their working hours in section 21.3. 22.4 Application and preparation for research project funding is entered in section 22.4 (in the additional information field, broken down into EU, TEKES, SA and other funds). 31 Public services In this task area, planned working hours are entered for, among other things, the unit s public, working life, media or cultural relations, as well as cooperative network activities. These tend to be regional, national or international consulting tasks outside the university. They can also pertain to employment, administration or positions of trust outside the university. A breakdown of public service activities is provided in the additional information. 41 Support Functions So-called departmental tasks pertain to the whole staff, namely participation in development and planning activities in the department, the faculty or the university. Support services are typically internal meetings of the department, faculty or university, student selection tasks, as well as tasks relating to administration and positions of trust. On average, departmental tasks make up 3% of the total working time. Amounts exceeding this percentage broken down by hours are provided in the additional information. 61 Training Training included in the work plan agreed upon with the supervisor is reported in this section. This may include, for example, working hours for completing university pedagogic studies or management education. Processing and monitoring changes Significant changes that occur (for example canceling a course or taking on a new course and changes causing absences lasting more than a month) will lead to changing the work plan, which will then need to be processed again. The employee is responsible for his/her own working hours and their use for the tasks in the work plan. It is the employee s responsibility to inform the supervisor of changes in the fulfillment of the work plan. If necessary, the supervisor and the employee will check the progress of the work plan over the semester and
the results of the work within the total working time framework. The appropriateness and fulfillment of the work plan, among other things, will be monitored by the Department in discussions with the director and the supervisor. Theses supervision and grading data are monitored in the Korppi system and research results in the Tutka system. The employee should check the concerned information in the systems and if necessary make sure that the information is complete. Information recorded in Tutka and Korppi is examined in development discussions between the employee and the supervisor.